Office Moving Guide for

Employees and Supervisors

The information and instructions in this guide are designed to make your office move go as smoothly and efficiently as possible. Following these tips will make the packing and moving easier for employees and reduce unnecessary delays so you can get back to business sooner.


Preparing for Your Move


  • In order to make the move go as quickly and efficiently as possible, please distribute these directions to your employees and be sure that they follow them.
  • If the move is properly planned, your employees can begin functioning normally in your new location immediately after returning to work. 


  • You will be responsible for your own packing before the move.
  • Follow these instructions before and after the move to ensure that all of your equipment and office materials are placed appropriately at the destination.
  • All packing should be completed prior to the start of the actual move, unless your supervisor has specified otherwise.
  • Only personnel directly involved with the move should be present during the move, unless other arrangements have been made with the move coordinator.


Packing Instructions


Personal Items

  • Personal items, such as legal papers, money, lighters, fountain pens, etc, are outside the moving company’s responsibility.
  • You might want to consider moving these items yourself.
  • If you need cartons or containers in which to transport them, ask the move coordinator.



  • All cartons must be properly assembled.
  • You should leave a two-inch space at the top of each carton.
  • The moving company will use specialized equipment to transport your computer components, electronic equipment, libraries, bulk supplies, lamps, and other breakables.
  • Special cartons or packing systems are available from the moving company. Ask your supervisor to arrange for this with the move consultant.



  • All contents must be packed, including current papers or projects you are working on, letter trays, books, all desktop items, and contents of all drawers.
  • Paper clips, pencils, and all other loose materials should be sealed into envelopes or bags and then packed into cartons.
  • Protect any glass receptacles with paper or padding.
  • Leave glass tops and pads on top of desk for mover.


Filing cabinets

  • Vertical files can be moved with contents intact.
  • Two-drawer lateral files can be moved with the contents intact. Five-drawer lateral files must be partially emptied onto file carts.
  • For drawers that contain files, tighten the internal drawer plate in each drawer to hold the content in place during the move.


Secure files

  • All files must be locked prior to moving.
  • If the security regulations require that the files have escorts, advise the move consultant beforehand, and they will arrange for them to be transported in one load or one trip.


Supply or Storage Cabinets

  • All contents must be packed in cartons.
  • Cabinet doors should be locked, taped, or tied prior to move.


Book Cases

  • Books must be removed and packed in cartons or on library carts.


Coat Racks and Lockers

  • All items must be removed and packed.


Office Machines

  • Leave all machines on their stands or on desks in original position.
  • Center typewriter cartridges.
  • All machines must be unfastened and disconnected.
  • Pack pads and covers for machines in a carton.
  • Movers will give particular attention to these units.



  • Keys should be wire tagged and coded to locks they fit and packed in a safe place.


Pictures, Maps, Bulletin Boards

  • Remove these items if they have been secured to walls.
  • Tag each piece according to tagging instructions.
  • Place them on end, back-to-back in a carton.
  • If the item is too big for a carton, lean it against the wall and let the movers take it from there.
  • Smaller pictures can be consolidated into one carton, but be sure to pack them with cushioning between items.


Special Equipment

  • Depending upon the type and brand of office machines you use, you might need to arrange for the machine(s) to be transported or serviced by a representative of the manufacturer.
  • Depending upon your IT department and your system and its requirements, you will want to think about the type of service and moving arrangements that your system needs and then coordinate this with the move consultant.
  • If you will need the services of plumbers, electricians, machinists, or other specialized service personnel, arrange for these services yourself, or discuss these details your move consultant well in advance of the move. 


Plants (Live or Artificial)

  • The moving company cannot be responsible for the transportation of live plants.
  • Help employees make alternate arrangements for these items.




Desk Letter Trays:


Remove papers and pack in appropriately labeled cartons.


Cardex Files:


Rods and file guards should be kept tightly drawn. Loose cards should be bound tightly together with rubber bands in bunches of 150 or so and packed in appropriately labeled cartons.


Furniture Casters:


Loose or removable casters should be removed and packed in labeled cartons.


Odds & Ends:


Desk clocks, rubber stamps, bookends, calendars, and other desk or office items should be wrapped (if necessary) and packed into cartons labeled with the location at destination.


Employees Consolidating:


To conserve carton space, employees who will be close to one another at the destination should combine their belongings into the same carton space.


Electronic and Telephone Service Equipment:


Before the move, the person in charge of scheduling for the move should notify the utility company and schedule servicemen to be present on location to disconnect and reconnect the telephones and system. Any telephones secured to desks should be removed prior to the move date. 



Moving Labels

  • Assorted colors of moving labels are available to assist you and the moving company in coordinating and organizing the move.
  • Get your location code(s) from the move coordinator and carefully write (print) them onto the labels using a dark crayon or magic marker BEFORE affixing labels to items. (This reduces the chances of the item being damaged by ink or impressions).


Do Not Move

  • Be sure to tag any items, equipment, or furniture destined for disposal or which will remain in the office with “Do Not Move” labels. This will eliminate unnecessary expense.


Special Types of Furniture

  • L-Shaped desks and conference tables might need to be dismantled for transport and moving. Make sure each piece of the item is clearly labeled with the correct information.


Tag Placement

  • Tags should be placed in a uniform manner. This helps the moving staff place your furniture in the new location quickly and efficiently.
  • Ask your Moving Representative for directions on the placement of labels.



  • You may be able to obtain pressure sensitive arrows that are color coded with the labels. If you are planning an extensive move, you may want to use these to direct the movers easily through several floors or many rooms.


After the Move

  • Your first concern, naturally, will be to get unpacked and back to business as soon as possible.
  • After all employees have finished unpacking, the cartons should be broken down and placed in one area so that the moving company can come and retrieve them.





If you have any questions about any aspect of the moving process, you should contact your moving company representative. They will have the answers to most of your questions, and will be able to work with you to create solutions for the unique situations that arise due to the characteristics of your business and moving locations.


Contact us at 414-276-9990, or via email at